One of the most important features in Eitje is the time registration. You can choose to only use the schedule, but the time registration enables you to get insight into the actual worked hours of your team members
Why register hours?
There are quite some reasons why time registration is useful. You can:
Keep track of the difference between the planned and worked hours
Keep track of leave and sick hours.
Get insight into the labour costs and labour productivity.
Pay your team members correctly.
Status of the time entries
You will see in the time registration that the time entries can have different colours.
This is what they mean:
Scheduled (Blue): This means that there is a shift in the schedule, but no hours have been submitted yet. The time entry automatically becomes visible to the team member once the shift has started. As long as the status is blue, you can still edit the shift in the schedule.
In progress (Orange): A team member finishes the shift and report how long they have worked. The hours have been submitted, but still need to be approved. You can no longer edit the shift in the schedule. As long as the hours have not been approved, they will not be included in the exports.
Checked in (Yellow): This label means that the team member is currently clocked in through eitjeopdevloer, the clock system. When a team member eventually clocks out, the label will automatically change to 'In progress'.
Approved (Green): This mean the hours have been approved by the admin or someone with the role 'Approve hours'. These hours will be included in exports and payroll administration. If a mistake has been made, you can still adjust the hours.
Leave hours (Purple): Team members with a fixed contract can take leave and by registering their leave hours the plus/min balance and leave balance will remain correct.
Sick/Special leave hours (Pink): By registering sick hours you make sure that a team member with fixed amount of hours on contract does not get a negative overtime balance. The same goes for special leave. No hours will be deducted form the leave balance either.
There's also a 7th option: exported hours (Grey): if you have an integration, the hours will become grey once you export the hours to the HR-system.
Submit hours
Of course you need to know how many hours someone worked for your time registration to be accurate. There are different ways to submit hours.
Team members can submit their hours through the app. If they worked longer than planned, they can indicate this. You can also disable this feature if you prefer that your team members don't submit hours themselves.
Team members can clock in and out using the clock system Eitjeopdevloer. This results in more accurate worked hours.
An admin or someone with the role 'Write hours' kan submit hours for a team member.
After submitting the hours, they also need to be approved. Read here how to do that.
There are two views for the time registration. You can use the hours per team member or hours as a table. Depending on which information you need, one or the other is more convenient.
This is the basic of the time registration, there is more to be said about it. You can export and forward the worked hours to your payroll administration. You can also get live insight into the labour costs and revenue. Read more about all the possibilities in the manuals of the time registration.